Campground Reservation Management System

The Commonwealth of Kentucky Finance and Administration Cabinet is requesting proposals for a campground reservation management system for the Kentucky Horse Park in Lexington under RFP 758 2600000490, with proposals due September 9, 2026 at 3:30 p.m. Eastern Time (extended from July 27). Questions must be submitted by July 29, 2026; the Commonwealth will respond by that same date.

The scope encompasses a comprehensive, cloud-based or on-premises hosted reservation platform supporting online and phone-based reservations for the 260-paved-site campground operated year-round. The system must include real-time campsite availability tracking, interactive visual mapping of campsites and park features, secure PCI-DSS-compliant payment processing, standard and custom reporting with Excel, CSV, and PDF export, administrative controls for KHP personnel, dedicated call center services operating minimum 8:00 a.m. to 10:00 p.m. Eastern Time, disaster recovery and business continuity planning with periodic testing, multi-factor authentication, and complete data turnover documentation upon contract termination. Proposals must demonstrate compliance with Commonwealth Office of Technology requirements, including hosting on Commonwealth-managed cloud tenants or FedRAMP-certified platforms and NIST SP 800-53 moderate-level security controls. Implementation includes system configuration, site mapping, inventory setup, data migration, testing, user training, and post-implementation support.

The initial contract term is two years from award, with four optional two-year renewal periods available by mutual agreement. The pricing structure maintains the incumbent model: the vendor receives a per-reservation fee from customers with no direct payments from the Commonwealth. Kentucky is tax-exempt; proposed costs must exclude federal excise tax and Kentucky sales and use tax. Price increases are not permitted during the first twelve months and may only be requested thereafter based on documented industry-wide price changes.

The incumbent vendor is Aspira (RA Outdoors LLC dba Aspira, formerly SOPRIS HOLDINGS LLC dba RESERVEAMERICA LLC), which has provided reservation services since 2005.

Proposals are evaluated on a maximum of 2,000 points: technical merit (800 points, subdivided among executive summary and company background, technical approach, implementation plan and timeline, project management plan, disaster recovery plan, turnover plan, and security plan), cost (800 points), and oral demonstrations or presentations if required (400 points). Proposals scoring below 50 percent of maximum technical points will not advance to cost evaluation. All proposals must include a transmittal letter, mandatory requirements checklist, revenue form 10A100, certificate of authority for foreign entities if applicable, annual affidavits, and three separate proposal documents for technical approach, cost, and proprietary information.